DTP READY · WEBSITE AND CLIENT INFORMATION

Privacy Policy

Last updated: 12 November 2026

This Privacy Policy explains how DTP Ready collects and uses personal information when you visit dtpready.com, contact us, request a quotation, or work with us on document preparation and desktop publishing (DTP) assignments. It also explains your rights under the EU General Data Protection Regulation (GDPR) and applicable Spanish data-protection law.

1. Who is responsible for your data?

Data controller for website enquiries and business administration: Juan Ignacio Pagola, operating DTP Ready.

Business address: Raja Estacas, 2, 29131 Villanueva del Trabuco, Málaga, Spain
Privacy contact: info@dtpready.com
Website: https://dtpready.com/

When we prepare documents on behalf of a translation agency or another client, the client may be the data controller for personal information contained in those documents, and DTP Ready may act as its processor. The respective responsibilities depend on the services and contractual arrangements.

2. What information do we collect?

• Enquiry and contact information: name, professional email address, message content, business details and any information you choose to provide.
• Files submitted for assessment or production: sample documents, PDFs, scans, Word or other editable files, references, instructions and attachments. These files can contain personal information relating to individuals other than the sender.
• Business and transaction information: project communications, quotations, agreed requirements, invoicing details, payments and related records where services or website transactions take place.
• Technical information: IP address, browser/device information, website logs, security events and information obtained through cookies and similar technologies, as applicable.

We normally obtain information directly from you, from your employer or translation agency, or from documents provided for an agreed project. Please avoid including personal information that is unnecessary for the enquiry. If files contain patient-identifiable data or other particularly sensitive information, contact us to agree an appropriate transfer and processing arrangement before uploading them through the general contact form.

3. Why do we process information, and on what legal basis?

Responding to enquiries and quotation requests. We use the information you send to answer your questions, assess file-preparation requirements and prepare proposals. The legal basis is taking steps before a contract at your request, where applicable (GDPR Article 6(1)(b)), or our legitimate interest in responding to professional enquiries (Article 6(1)(f)).

Providing DTP services. We process client contacts, instructions, files and project communications to carry out agreed assignments and manage the relationship. Depending on the circumstances, the basis is performance of a contract or legitimate interests in maintaining business-to-business relationships. Where we act as a processor for personal data contained in client documents, we process that data on the client’s documented instructions and according to the applicable data-processing terms.

Billing, accounting and legal compliance. We process relevant transaction and accounting records to meet contractual duties and applicable legal obligations (Articles 6(1)(b) and 6(1)(c)).

Website operation and security. We process technical information to maintain the site, address abuse and security incidents, and protect the reliability of our services (Article 6(1)(f)). Any non-essential cookies or comparable technologies that require consent are subject to the applicable consent rules.

Optional communications. If we offer an opt-in mailing list or other consent-based communications, we process the necessary information on that basis (Article 6(1)(a)), and consent may be withdrawn at any time. Submitting an enquiry does not automatically subscribe you to marketing.

4. Client documents, confidentiality and data-processing roles

Documents submitted for OCR, PDF-to-Word conversion, document reconstruction, translation-ready file preparation or multilingual DTP may contain names, signatures, reference numbers, medical information and other personal data. We process such content only insofar as needed for the requested assessment or services, subject to our contractual responsibilities.

Where DTP Ready is acting as a data processor, the client remains responsible for determining the lawful purpose of processing and for providing the appropriate instructions. Where required, the parties should put a GDPR Article 28 data-processing agreement in place, including confidentiality, security and approved subcontracting arrangements.

Where special-category data or highly confidential material is involved, we ask clients to identify this in advance so that appropriate access, transfer, processing and retention arrangements can be agreed. Please do not send sensitive material through an unsuitable channel simply because the website allows an attachment.

5. Who may receive information?

Access to information is limited to the people and service providers who need it for the relevant purpose. Depending on the activity, this may include website hosting and maintenance services, business email and communications providers, secure file-transfer and storage providers, accounting and payment service providers, and authorised DTP specialists or subcontractors subject to appropriate confidentiality and data-protection safeguards.

Our website is built on WordPress and may use services provided through WordPress plugins or associated providers, including Jetpack, for website features, security or administration. Third-party services process personal information only to the extent involved in the features actually used. We may also share information when required by law or necessary to establish or defend legal claims.

We do not sell personal information to advertisers.

6. Transfers outside the European Economic Area

Some technical, cloud, communication or file-processing providers may operate outside the European Economic Area (EEA). Where personal information is transferred outside the EEA, we must use an applicable legal transfer mechanism, such as an adequacy decision or appropriate safeguards including the European Commission’s standard contractual clauses, as required by the GDPR. You may contact us for information about safeguards relevant to your data.

The exact providers and locations involved depend on the systems used for the relevant service or project.

7. How long do we retain information?

We retain information only for as long as needed for the relevant purpose, subject to applicable legal requirements and agreed project instructions:

• Enquiries and quotations: for the time reasonably needed to respond, assess a potential business relationship, follow up where appropriate and address any related claims.
• Client and project records: for the active assignment and any agreed quality-assurance, delivery, correction or retention period. Where we act as a processor, client documents are returned or deleted in accordance with applicable instructions and agreements, subject to any lawful preservation requirement.
• Invoices and accounting records: for the statutory retention periods applicable under Spanish tax, commercial and other relevant law.
• Security and technical records: for periods proportionate to system operation, fault diagnosis, fraud prevention and security needs.
• Consent-based communications: until consent is withdrawn or the activity ends, subject to records necessary to demonstrate compliance.

When information is no longer required, we delete it or anonymise it where appropriate, taking account of backups and any valid legal retention duties.

8. Cookies and embedded services

The website may use cookies and similar technologies for essential functions, such as website security, administrator logins, session management and, where available, account or shopping-cart functionality. Some pages may also load content or technology from third-party services.

Non-essential analytics, advertising or other tracking cookies, if used, require an appropriate legal basis and, where required under Spanish cookie rules, prior consent. You can manage or delete cookies through your browser and, where a cookie preference control is provided, through that control. Restricting essential cookies may affect certain functions.

The precise cookies installed depend on the website features and providers currently enabled. This section should be read together with any cookie notice or preference information provided on the site; a separate technical cookie inventory is needed to verify the exact cookies, providers, lifetimes and consent settings.

9. Data security

We take reasonable technical and organisational measures appropriate to the risks involved in website operation and document production, including access management, confidentiality and suitable handling of client files. No email, internet transmission or electronic storage method can be guaranteed completely secure. If your documents require additional safeguards, please arrange a suitable file-transfer and processing method with us before submitting them.

10. Your GDPR rights

Subject to the conditions established by law, you may request access to your personal information, correction of inaccurate information, erasure, restriction of processing, portability of information where applicable, and objection to processing based on legitimate interests. You may withdraw consent at any time where processing depends on consent, without affecting processing carried out lawfully before withdrawal.

To exercise your rights, email info@dtpready.com and describe your request. We may ask for reasonable information to verify your identity where necessary. If your request concerns information in files that we process solely on behalf of another organisation, we may need to direct it to, or coordinate with, that organisation as the responsible controller.

You also have the right to lodge a complaint with the Spanish Data Protection Agency (Agencia Española de Protección de Datos, AEPD), or another competent EU/EEA supervisory authority.

11. Information you must provide

The name, email address and message fields on our contact form are required to receive and answer an enquiry. Attachments are optional. If essential contact information is not provided, we may be unable to respond or prepare a quotation. Additional details may be required if you decide to engage our services. Do not provide more personal information than is necessary.

12. Children’s data and automated decisions

Our professional services and website enquiries are intended for business users and are not directed at children. We do not use solely automated decision-making that produces legal or similarly significant effects on individuals in connection with ordinary enquiries or quotations.

13. Changes to this policy

We may update this Privacy Policy when our services, legal obligations or technology change. The latest version will appear on this page with an updated date. If a material change requires a further notice or consent, we will take the appropriate steps.

Questions about privacy or the handling of client documents? Contact DTP Ready or email info@dtpready.com.